PTO Meeting Minutes - 10/1/24

9/22/2024 1:13 pm

DCES PTO BOARD MEETING MINUTES 

October 1, 2024

 

Present:

April Beauboeuf,  President

Paige Miller, Secretary

Kristen Easton, Treasurer

Nicole Carey, VP of Fundraising

Stephanie Sedlak, VP Communications

Samantha Oliver, VP Campus Improvements

Blair Geczi, VP of Hospitality

Kimberly Lyons, VP of Hospitality

Whitney Graving, VP of Events

Melissa Caramucci, Teacher representative

Jamie McCrensky, Teacher representative

Erin Scagnelli, Vice Principal

Amie Hegeman, Mandarin representative 

Kortney Hohle, site council representative

Craig Doss, VP Technology

 

Absent:

Kim Mills, Principal

 

 

Principal Update 

Mrs. Scagnelli

  • DCES shout out for great attendance at principals meeting - 96% and holding for this year. 
  • Stomach bug going around. 
  • Invited parents advised to turn up early to sign in for ROAR assembly and bring their ID.

 

President Update

April Beauboeuf 

  1. Parada del Sol. Need volunteers to support StuGo. Asked admin to connect with Ms. Tipton further on what she needs or wants regarding help. 
  2. Birthday Book Club. 1st one scheduled for October 18. Reminder to parents sent out to sign up!
  3. Yearbook price increase + dedications. Reminders sent. 
  4. Parking Auction Signs. Need to move signs to align with parking spaces. Whitney to connect with school maintenance. 
  5. Phoenix Suns Family Fun Night. Waiting on flyer; link to purchase tix is live. 
  6. Book Fair. Volunteers needed to assist with cashier and set up/tear down.
  7. Room Parent Class Collections. Big difference between grade level collections. We need to further understand the gaps.

 

Site Council Update

Kortney Hohle

  • Shared an update from site council meeting on Sept 26th.
  • Teacher Reps (Robinson, Busch, Coach R, Wilson)
  • Parent at Large rep is still needed.
  • Reviewed bylaws and roles/responsibilities. 
  • Will meet quarterly (Nov, Feb, April).
  • $55k tax credit balance.
  • 3 clubs requesting stipends: Robotics (1500), Run Club (grades 1&2 1-mile fun run, Ms Ricciuto), Girls on the Run (Ms Kar, Mrs Loiacono, grades 3-5 girls plus parent dues, working towards 5k run). Increased the amount of field trip funds to 1500 per grade level. 



Mandarin Rep update

Amie Hegeman

  • CNY T-Shirt Design Contest
    • Wrapping up this week. Judging will begin when we return from break. Mrs. Sparks & Mrs. Chen will narrow down the finalists and then teachers/staff will vote in the teacher breakroom. Will need an email to go out to ask teachers/staff to vote.
    • On track for plenty of time for pre-orders.
    • Discussion about staff/gifting t-shirts ~$500. Preference to invest in children’s costumes that can be reused year over year. What about doing a simple DCES Mandarin CNY shirt for staff? Could be re-used by teachers also. Or what about having stock on-hand in the PTO closet for teachers to re-use each year? What about annual collectibles? Pens or patches to distribute. 
      • Amie to investigate options and decide in function of feedback. 
  • CNY Prep
    • Lion Dancers/Bonzai Boyz/Tea Snow are all reserved. 
    • Mrs. Chen requesting facilities early - in November
    • Starting to look at decorations for the campus in January & Event. Focusing on - Entrance gate to campus, office, North Gate/Garden area, Drive up area in back.
    • Would like to use sign in front of BBall court to put up a banner in Jan/Feb
    • Discuss additional class costumes for an additional grade (K or 1st). ~$500
  • Robotics 
    • Kiddos voted on the name “The Hamburgers” 
    • We are moving to the MS to have a permanent place to stay set up there.
    • Tshirt design shared

 

Treasurer

Kristen Easton

  • Current Bank Balance: $91,190 
  • Significant funding and spending activity since our last meeting: 
    • Funding - Rally up parking space auction ($4,647); Robotics dues/donation collections ($420);  PTO Store sales (primarily driven by yearbook sales of $800, only small amounts for spiritwear/bday book club, etc. - As a reminder we collect yearbook money up front but will pay the majority of costs in May 2025 upon delivery)
    • Spending - Teacher/Specials funding allocation (~$900); birthday book club spending (~$1,400),  purchase of playground equipment (~$500) 
  • Upcoming spending for October: Be Kind invoice ($6,950), September hospitality reimbursements, Athletes in Training September invoice, Fall Festival Expenses, etc  
  Income Spending Net Income (Loss)
Budget $116,850 $(142,910) $(26,060)
YTD Actuals $30,299 $(21,653) $8,646
  • **Expense Reimbursement policy update clarification - Please do not use PTO funds to purchase gift cards for PTO volunteers or school staff. This is viewed to be consistent with cash gifts, which are also disallowed for transparency and tax purposes. 

Secretary / Fall Festival Chair

Paige Miller 

  • Fall Festival Update - November 16th, 4pm-7pm. Wild West theme (country western). Pricing per family. Feedback shared on price to charge per family. More to come - a lot needed to get ready for the event!

 

Teacher Reps

Melissa Caramucci/Jamie McCrensky

  • No agenda items

 

VP of Events

Whitney Graving

  • Butter Braids Fundraiser- Pre-Register (need parents/guardians email to upload) or Self-Register (families register themselves - like last year). 
    • BB Fundraiser Starts: 11/4      Fundraiser End date: 11/18        
    • BB Delivery Date: 12/4 at 1:45pm - Going to make a SignUp Genius to help pass out Butter Braids
    • Paper flyers to be sent home with students on Friday, November 1st. 
  • Amazing Race - Website not updated with student and teacher names. Craig committed to update by EOW, October 4.

 

VP of Special Projects/ Campus Improvements

Samantha Oliver

  • District has requested to remove sign in front of the bball area. Not clear when they will actually take it down though. What about the old marquee out back? Or using the sign out front to advertise events? Marquee letters are sitting in the PTO closet. Samantha to investigate. 

 

VP of Hospitality

Blair Geczi, Kimberly Lyons

  • Parent teacher conference meals using individual packaging (order for larger quantities given timing). What is the setup time and the running time of the event? Dinner should be set up by 330. 
  • 1st responder day: pop up tent and tables, sign up for parents to sign up to bring items. Have ice chests with cold water and packaged snacks. No need to decorate per se. Make a facilities request through (Shelley) for tables. 20-30 pax. 
  • What is the setup time and the running time of the event? Who is in charge of layout? Event starts early in the morning, so need everything set up for 1st Responder event at 8am. 90 min event. 
  • What about a cake for Officer Pera? Seems like he may be retiring at the end of this year. National SRO day is Feb 15th (Saturday). 

 

VP of Communications

Stephanie, Casey

  • No agenda items

 

VP of Fundraising

Nicole Carey 

  • 16 sponsors for the year! Following up now on maintaining sponsor advertising and banners. New banner out front. Still waiting on Lou Malnati’s family fun night.

Year/Level

20-21

21-22

22-23

23-24

24-25

Total

Bronze

3

2

3

6

7

14

Silver

2

5

3

2

2

12

Gold

4

4

3

4

6

15

Platinum

0

1

0

1

1

2

Diamond

1

0

0

0

0

1

Total

10

12

9

13

16

  
             

Year/Level

20-21

21-22

22-23

23-24

24-25

Total

Bronze

$900

$600

$1,050

$1,750

$2,680

$4,300

Silver

$500

$2,000

$1,650

$1,100

$1,188

$5,250

Gold

$2,800

$3,000

$2,400

$2,950

$4,793

$11,150

Platinum

$0

$1,250

$0

$1,500

$1,553

$2,750

Diamond

$2,000

$0

$0

$0

$0

$2,000

Total

$6,200

$6,850

$5,100

$7,300

$10,213

  

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

 

Personalized Banner for Rebecca Blank (already installed)

Size: 72X36

Cost: $141 (for 2 banners)

 

Potential “Thank You” Banner Design for all sponsors

Size: 96X48

Cost: $216 (for 2 banners)

 

Budgeted: $600

Spent: $357

Remaining: $243

 

Should we get a smaller “Thank You” banner for the front of the school? What about one for events? Something that is visible for the Kinder and 1st grade parents who park at the library? Cost: $90 (48x24) to $141 (72x36) for 2 - remaining budget $243

 

VP of Technology

Craig Doss 

  • ETA to get student/parent lists updated in membership toolkit - by EOW Oct. 4
  • FB link is broken on MTK. Comms (Stephanie) to fix